Death Certificate: When is Certified Translation Online Needed?

The death of a loved one is a difficult time that involves not only grief but also the necessity of completing many formalities. One of the key documents is the death certificate. In this article, we'll explain exactly what this document is, what types exist, how to obtain it, and in which situations its certified translation will be necessary, which you can conveniently order online.

What is a death certificate and who reports the death?

A death certificate is an official civil status document that confirms the fact of death of a given person. It is prepared by the head of the Civil Registry Office based on a death report and entered into the civil status register (formerly: civil status books).

Death must be reported to the Civil Registry Office competent for the place of death or where the body was found, usually within 3 days of death. If death occurred due to an infectious disease, this period is shortened to 24 hours.

The following persons are obligated to report death to the office, in the appropriate order:

• Spouse or children of the deceased.
• Closest relatives or in-laws.
• Persons residing in the premises where death occurred.
• Persons who were present at death or found the body.
• Administrator of the building where death occurred.

If death occurred in a hospital or other medical facility, the obligation to report death rests with that institution.

The basic document required to report death is the death card, issued by the doctor confirming death, and the identity document of the deceased person (e.g., ID card, passport).

How and where to obtain a copy of the death certificate?

After registering the death, the head of the Civil Registry Office issues one free short copy of the death certificate ex officio to the person reporting the death. Additional copies (short, full, or on multilingual form) are issued upon request and subject to stamp duty, unless statutory exemptions apply (e.g., in matters of social benefits, insurance, alimony).

An application for issuing a copy of the death certificate can be submitted:

• In person at any Civil Registry Office in Poland.
• Electronically through the ePUAP platform.
• By traditional mail.

Entitled to obtain a copy are: spouse, descendants (children, grandchildren), ascendants (parents, grandparents), siblings, legal representative, guardian, as well as other persons who demonstrate legal interest (e.g., in matters concerning inheritance and wills) and state authorities and courts.

Types of death certificate copies: short, full, international

Depending on needs, different types of death certificate copies can be obtained:

Short copy of death certificate

Contains basic information about the deceased person (name/names, surname, maiden name, date and place of birth, marital status, date, time and place of death), data of the last spouse (if the deceased was married) and data of the deceased's parents.

Full copy of death certificate

Is a faithful reproduction of the content of the death certificate entered in the civil status register. Contains all information from the short copy plus additional data, such as information about the person reporting the death, annotations about changes. It is often required in more complicated official or court matters.

Copy of death certificate on multilingual form (so-called international)

This is a form of short copy, prepared in accordance with Convention No. 16 of the International Commission on Civil Status. It is prepared in Polish, but the names of sections are translated into several official languages of signatory countries (including German, French, English, Spanish, Italian). Such a document is generally recognized without the need for additional translation in countries that have ratified this convention. However, you should always check with the institution to which you are submitting the document whether such a form will be sufficient.

Countries that have ratified Convention No. 16 (concerning the issuance of multilingual short copies of civil status documents) include: Austria, Belgium, Bosnia and Herzegovina, Bulgaria, Croatia, Estonia, France, Spain, Netherlands, Lithuania, Luxembourg, North Macedonia, Moldova, Germany, Poland, Portugal, Romania, Serbia, Slovenia, Switzerland, Turkey, Italy. (The list may change, it's always worth checking the current status).

When is certified translation of a death certificate needed?

Certified translation of a death certificate (or its copy) is most often required when this document is to be used in official legal circulation in a country whose official language is not the language in which the certificate was originally prepared. This applies particularly to situations:

• Death of a Polish citizen abroad: To register the death in Polish offices and complete formalities (e.g., inheritance), the foreign death certificate must be translated into Polish by a sworn translator.
• Death of a foreigner in Poland: If the death certificate is to be presented in the offices of the deceased's country of origin, its certified translation into the appropriate foreign language may be necessary (e.g., into English, German or other).
• Inheritance proceedings with a foreign element: When inheritance concerns assets or persons located in different countries.
• Applying for benefits after the deceased abroad: E.g., pensions, compensation, insurance policy payouts.
• Transport of remains or ashes abroad: Many countries require certified translation of the death certificate and other documents related to transport.
• Other official, court or banking matters conducted in a foreign language.

Even if an international copy of the death certificate is available, some institutions may still request a full certified translation, especially if the matter is complicated or concerns a country that is not a signatory to the mentioned convention.

How to quickly and conveniently order certified translation online?

In the face of formalities related to the death of a loved one, time and convenience are of great importance. Therefore, instead of looking for a stationary translation office, it's worth considering ordering certified translation of a death certificate online.

The Sworny.com platform enables quick and secure obtaining of quotes and ordering authenticated translation by experienced sworn translators listed by the Ministry of Justice. The process is simple:

1. You send a scan or clear photo of the death certificate (or other document).
2. You receive free quotes from several translators.
3. You choose the best offer for you.
4. You receive the finished certified translation (in electronic form with qualified electronic signature or traditional paper form) within the agreed timeframe.

Online translation is not only time-saving but often also a more favorable price compared to traditional offices. Whether you need translation into Polish or from Polish into a foreign language, you'll find the right specialist at Sworny.com.